Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Award Bid to AVI Systems for the Council Chamber Audio/Video Technology Refresh Project 116043
REPORT IN BRIEF
Consider awarding the bid and approving the purchase of Audio/Video Equipment for the Council Chamber from AVI Systems, Inc., in the amount of $149,744.53.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid for the Council Chamber Audio/Video Technology Refresh project to AVI Systems, in the amount of $149,744.53; and,
B. Authorizing the City Manager or Assistant City Manager to execute the necessary documents and to approve change orders not to exceed 10% of the total cost; and,
C. Authorizing the City Buyer to issue purchase orders to AVI Systems.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings
and/or conditions amended to be addressed in the motion); or,
3. Deny
AUTHORITY
City of Merced, Municipal Code, Title 3, Article III, purchases over twenty-nine
thousand dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2016-17 Adopted Budget.
DISCUSSION
In 2004 Audio/Video equipment was purchased for the Council Chamber. This equipment is reaching its end of serviceable life. The equipment was not designed for modern-day Audio/Video requirements. The City would like to update the technology used in the Council Chamber.
On Nov 10, 2016, the City released a Request for Proposal (RFP) for equipment and services to replace the aging technology. The main goals of the RFP are to:
• Replace the aging audio/video equipment with new equipment
• Provide better viewing experience for citizens, with enhanced audio/video
• Provide better connectivity options for citizens’ audio/video technology needs
• Move all video signals from a 4:3 aspect ratio to a 16:9 aspect ratio
• Provide graphical overlay technology so presenter can highlight information
The City received six bids with the pricing listed below. Based upon evaluation criteria in the RFP, we recommend awarding the RFP to AVI Systems. They are a professionally-staffed Audio/Video company that has been in business since 1974. The staff that will perform the work for this project is located out of Lodi. (The other top vendor would have their staff come out of the East coast.) AVI Systems has performed several installations at local government offices within California.
|
Vendor |
Price |
|
Karcher Group |
$145,953.41 |
|
AVI Systems |
$149,744.53 |
|
Digital Network Group |
$160,824.85 |
|
ExhibitOne |
$178,908.36 |
|
Cmedia Systems |
$196,900.00 |
|
Kertel Communication |
$273,256.42 |
Additional Benefits of new Technology
With new technology comes new features that Council, citizens, and staff will be able to take advantage of in the Council Chamber. These include:
• Bigger screens behind the Council for citizen viewing
• The ability for the presenter to highlight an area on the screen
• Enhanced picture quality when presenting paper materials
• Enhanced picture quality for citizens watching the meeting on Internet live stream.
The Council Chamber technology at the dais (microphones, mute button, voting, request to speak, computers, etc.) will operate the exact same way as the current system. The technology change will be transparent to the Council members and Commissioners.
The new system will not be a high-definition broadcast to viewers watching on the Public, Education, and Government channel. Comcast chooses not to broadcast in high definition. The authority to control the provider with the franchise agreement was changed from the City to the CUPC with the passage of the Digital Infrastructure and Video Competition Act (DIVCA) by the state in 2006.
IMPACT ON CITY RESOURCES
Funding is available in Account 051-0416-617-6500 Project 116043.
This funding may only be used for the audio/video, and distribution of the Public, Education, and Government channels capital technology.
ATTACHMENTS
1. RFP
2. Bid from AVI Systems
3. Professional Services Agreement